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I-9 FAQs

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  • HireRight for Form I-9 and E-Verify

    • Federal law required employees to complete Section 1 of the Form I-9 by the first day of employment.  Employees may complete Section 1 at any time between accepting a job offer and their first day of employment (not to exceed one year prior the start date).  Section 1 should never be completed prior to accepting a job offer.

      The hiring department is required to complete Section 2 (certification) no later than three business days from the first day of employment. Section 3 is not completed on new I-9 Form, this section is only completed if the employee has a previous I-9 Form in HireRight that has not exceeded three years from the original date of completion.

    • A new employee must provide proof of eligibility to work in the United States. Click here to view a list of acceptable documents.

    • Please advise the employee to use their legal name when completing the I-9 Form.

    • Yes, because Texas State is an E-Verify employer.  The employee must enter their social security number (SSN) in Section 1 of the form. If they do not currently have one, they must check the box stating that they have applied for a SSN. 

    • Yes, because Texas State is an E-Verify employer.  The employee is required to provide a list B document that contains a photo if using Lists B & C for verification OR a photo document from List A for verification. Click here to view a list of acceptable documents.

  • Reverifying Employment Authorization (Section 3 of the I-9 Form)

      • An employee who has a legal name change (does not apply to current active employee);
      • An employee's work authorization documentation has expired and requires updating;
      • An employee is rehired within three years of when the I-9 form was originally completed.

      Note: If the I-9 form was not initially completed electronically, the department is required to complete the I-9 Form via E-Verify.

      1. Find the employee whose I-9 form needs to be reverified, by using the white search box in the top left corner.
      2. Right-click on the link with the employee name with type "I-9 Form" and chose Re-verify I-9 Form from the drop down menu. 
      3. Under Purpose of Reverification, select the reason for reverifying the I-9 form.
        • Employee Name Change
        • Employee Rehire
        • Employee Work Authorization Renewal
      4. Enter updated information.
      5. Select the I attest... box.
      6. Click Proceed to I-9 Form Completion.
      7. Fill out the section, Complete and Electronically Sign Form I-9, Section 3.
      8. Provide the name of the authorized representative signing the form.
      9. Read and select each of the certification boxes.
      10. Click E-Sign & Save.

       

    • Start by locating the form that needs to be updated or reverified from the Completed tab.

      1. Find the employee whose I-9 form needs to be reverified, by using the white search box in the top left corner.
      2. Right-click on the link with the employee name with type "I-9 Form" and chose Re-verify I-9 Form from the drop down menu. 
      3. Click Send to Hiring Manager.
      4. Enter the Hiring Manager's name and e-mail address.
      5. Click Submit.

      The HireRight system will send the Hiring Manager an e-mail with login credentials.  The Hiring Manager then logs in using the directions in the e-mail to update the I-9 form.  You will receive an e-mail notification when the Hiring Manager has completed Section 3 of the I-9 form.

  • I-9 Corrections

    • The I-9 form may need to be corrected after it has been signed. For example:

      • Incorrect data entry may have been made on the form by either the employee or the employer.
      • The employee may not have been issued a Social Security Number (SSN) when they completed the form initially. Later, the Social Security Administration issues the SSN.
      • The employee presented a receipt for a lost or stolen document.
      • Section 3/Reverification was completed in error.

      The proper I-9 corrections permissions must be enabled within your account.  Any field within the I-9 form is able to be corrected.  All I-9 form corrections will be stored in the Audit Trail.

    • To Make Corrections:

      Open the "Manage I-9 Forms" tab in your HireRight Account

      1. Locate and right-click on the form you want to correct.
      2. From the menu, choose Correct I-9 Form. Depending on your permissions, a dialog box will open with several options.
      3. Choose the appropriate radio button regarding who will make the correction(s). If you choose to send the form to the Employee or the Hiring Manager, you will be required to enter a name and e-mail.  If the Employee has completed more than one Section 3, you will be required to select the appropriate Section 3 to correct based on the completion date.